Event Coordinator

STRATEGIC STAFFING SOLUTIONS HAS AN OPENING!

This is a Contract Opportunity with our company that MUST be worked on a W2 Only. No C2C eligibility for this position. Visa Sponsorship is Available! The details are below.

“Beware of scams. S3 never asks for money during its onboarding process.”

Job Title: Event Coordinator
Location: San Antonio, TX 78288
Work Schedule: Onsite
Contract Length: 12 Months

Job Ref #: JOB-248221

Position Summary

The Event Coordinator: Lead serves as a key partner in planning, coordinating, and executing employee engagement, recognition, leadership development, and executive-sponsored events that support business objectives and organizational culture.

This role is responsible for managing all aspects of event planning and delivery, from concept development through execution and post-event evaluation. Working closely with senior leaders, stakeholders, vendors, and cross-functional partners, the Event Coordinator: Lead creates meaningful experiences that strengthen employee engagement, celebrate achievements, support leadership development, and enhance organizational effectiveness.

Key Responsibilities

Event Planning & Execution

• Lead the planning, coordination, and execution of employee engagement events, recognition programs, leadership meetings, executive-sponsored initiatives, conferences, and special events.
• Oversee all phases of event planning including venue selection, logistics, registration, catering, accommodations, transportation, vendor coordination, and on-site event management.
• Direct event setup, execution, and breakdown while proactively identifying and resolving issues to ensure a seamless attendee experience.
• Develop and maintain detailed project plans, timelines, schedules, and event run-of-show documentation.

Stakeholder Partnership

• Collaborate with senior leaders and business partners to understand objectives and translate organizational priorities into impactful event experiences.
• Serve as a trusted advisor to stakeholders by providing recommendations, identifying risks, and proposing solutions throughout the planning process.
• Build and maintain strong relationships with internal partners, vendors, and external service providers.

Budget & Vendor Management

• Develop, monitor, and manage event budgets to ensure fiscal responsibility and alignment with business objectives.
• Source, negotiate, and manage vendor relationships, contracts, and service agreements.
• Track event expenses, process invoices, and ensure accurate budget reconciliation and reporting.

Project Management

• Coordinate multiple concurrent projects with competing priorities and deadlines.
• Establish communication plans and ensure timely updates to stakeholders and project teams.
• Monitor project milestones, manage risks, and proactively address challenges that may impact successful execution.

Employee Experience & Engagement

• Support initiatives designed to enhance employee engagement, recognition, culture, and leadership development.
• Identify opportunities to improve event effectiveness and attendee experience through feedback analysis and continuous improvement practices.
• Ensure events and programs align with organizational values, culture objectives, and business priorities.

Required Qualifications

• Bachelor's degree in Event Management, Hospitality, Business Administration, Communications, Marketing, or a related field, or equivalent work experience.
• 5+ years of experience planning and executing corporate events, employee engagement initiatives, leadership meetings, conferences, or executive events.
• Experience managing multiple complex projects simultaneously with minimal supervision.
• Demonstrated experience managing budgets, vendors, contracts, and event logistics.
• Strong verbal and written communication skills.
• Proficiency with Microsoft Office applications and event management tools.

Preferred Qualifications

• Experience supporting executive-level meetings and leadership events.
• Experience with employee recognition, employee engagement, culture, or leadership development programs.
• Project management experience in a corporate environment.
• Experience working with cross-functional teams and stakeholders across multiple business areas.
• Experience developing presentations, briefing materials, and executive communications.

Key Competencies

• Executive Presence
• Strategic Thinking
• Relationship Building
• Organizational Excellence
• Influence & Collaboration
• Adaptability
• Problem Solving